guidelines for paper and colloquium presenters

Video Submission and Live Presentation Guidelines

Paper presentation/workshop/demonstration/colloquium sessions will take place at Meng Wah Complex at The University of Hong Kong from 10-12 June 2020. The general principles are:

Paper presentation 20-minute presentation + 5-minute Q & A
Workshop 50 minutes (including Q & A)
Colloquium 50 minutes (including Q & A)
Demonstration 15 minutes (including Q & A)

All presenters should have received their presentation details via our email notification. Please visit the Conference website for the conference programme from 30 April 2020.

Presenters must register and pay by 31 March 2020. It will be assumed that presenters not registered and paid by this date have withdrawn from the programme and their presentations will not appear in the conference programme.

Guidelines for Paper Presentation/Workshop/Demonstration/Colloquium

HKCPD 2021 Virtual Conference Format

The HKCPD Hub International Conference 2021 will be delivered using Sched virtual conference platform with Zoom used for video conferencing.

 

The conference will comprise of live plenaries, colloquia and papers, and pre-recorded presentations.

  • The live keynotes, colloquia and papers will be in sessions with dedicated Q&As.
    • Each keynote is an hour including Q&As.
    • A colloquium is 40 minutes followed by 10 minutes Q&As.
    • A paper is 20 minutes followed by 5 minutes Q&As.

 

  • Pre-recorded presentations should be 20 minutes each. They will be shared on the Conference platform two weeks before the Conference for viewing by participants. Pre-recorded presentations will be grouped with a few in the same strand for a live discussion session each during the Conference.
    • Please use the application you are most comfortable with to make the recording.
    • If you are new to recorded presentations, we recommend Panopto Express. Other options include Zoom and PowerPoint.
    • Submit your video recording and your pdf/ppt by 18:00 (HKT) on 30 November 2020.

 

Notes for ALL presenters:

  • Please use the same title in the accepted proposal in your presentation.
  • Please ensure that all presenters appear in your presentation.  Note that non-presenters’ names will not be included in the programme.
  • Please note that by presenting at the conference, you are giving your permission for the HKCPD Hub to record and share your presentation image or voice in photographs, videos and audios. 

Before the Presentation

  • If the presentation has embedded audio or video files with .avi, .wmv, .wma, .mov, .mpeg, .mp3 file extensions, please make sure they are compatible with Windows Media Player.
  • Presenters are advised to bring their presentation file in a portable format (USB/Flash Drive/CD) and come to the assigned presentation rooms to pre-load their PowerPoint presentation at least 15-30 minutes before the presentation starts.

Zoom Recording Instructions

If you have never used Zoom, instructions on creating an account and basic features can be found here. In order to record your presentation, we recommend that you download and install the Zoom client. Instructions on how to pre-record your presentation are below.

  1. Open Zoom. In your profile, click “Settings“, then “Recordings“. Be sure that Local Recordings is on.
  2. At the upper right corner, it will say “Host a Meeting”. Click on “Host a Meeting with Video”, and follow the instructions to download and run Zoom or wait for the meeting to generate.
  3. Be sure that your audio and video are both on and working. The video is required in order to ensure a high-quality experience for the audience.
  4. The size of the webcam will be 224×126 pixels in the upper right corner. Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images.  Please adjust your presentation accordingly.
  5. Become familiar with the Zoom tools available at the bottom of your screen. We encourage the use of the embedded laser pointer during the recording.
  6. Press the “Record” button. Select “Share Screen” and begin your presentation. As a reminder, your presentation should not exceed 20 minutes. If your presentation exceeds these time limits, it may be edited after receipt.
  7. Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting–which will stop the recording. It will begin to convert your video to your local system into three files: an .m4a, .m3u and .mp4 file.
  8. Watch this video for instructions on how to record a ppt using Zoom.

Please be sure the video includes the title of the paper, the author(s), and a mention to the HKCPD International Conference 2021.

During the Presentation

  • The Chairperson of the session will introduce the name and the affiliation of each presenter and the topic before the presentation.
  • The presenter can start the presentation after the introduction.
  • For Paper Presentation, the Chairperson will give a signal when 2 minutes are left for the presentation. The Chairperson will give another signal when the allocated time (i.e. 20 minutes) is over. The presenter has to stop the presentation when the second signal is given. The Chairperson will then invite 1-2 questions from the floor.
  • No audio-visual equipment will be provided for poster presentations. The presenter has to take care of the equipment. The conference organiser will not take any responsibilities for loss or damage of such devices.
  • For Workshop/Colloquium, the Chairperson will give a signal when 5 minutes are left for the session. The Chairperson will give another signal when the allocated time (i.e. 50 minutes) is over. The presenter has to stop the presentation when the second signal is given. At the end of the session, the presenter can invite 2-3 questions from the floor.
  • For Demonstration, the Chairperson will give a signal when 1 minute is left for the session. The Chairperson will give another signal when the allocated time (i.e. 15 minutes) is over. The presenter has to stop the presentation when the second signal is given. Toward the end of the session, the presenter can invite 1-2 questions from the floor.
  • Do not exit your PowerPoint presentation until the end of the Q & A session.

PowerPoint Recording Instructions 

  • You can also create a video using an up-to-date version of PowerPoint. Watch this video to find out how.
  • Please try to keep your pre-recorded presentation to 20 minutes.

During the Presentation

  • The Chairperson of the session will introduce the name and the affiliation of each presenter and the topic before the presentation.
  • The presenter can start the presentation after the introduction.
  • For Paper Presentation, the Chairperson will give a signal when 2 minutes are left for the presentation. The Chairperson will give another signal when the allocated time (i.e. 20 minutes) is over. The presenter has to stop the presentation when the second signal is given. The Chairperson will then invite 1-2 questions from the floor.
  • No audio-visual equipment will be provided for poster presentations. The presenter has to take care of the equipment. The conference organiser will not take any responsibilities for loss or damage of such devices.
  • For Workshop/Colloquium, the Chairperson will give a signal when 5 minutes are left for the session. The Chairperson will give another signal when the allocated time (i.e. 50 minutes) is over. The presenter has to stop the presentation when the second signal is given. At the end of the session, the presenter can invite 2-3 questions from the floor.
  • For Demonstration, the Chairperson will give a signal when 1 minute is left for the session. The Chairperson will give another signal when the allocated time (i.e. 15 minutes) is over. The presenter has to stop the presentation when the second signal is given. Toward the end of the session, the presenter can invite 1-2 questions from the floor.
  • Do not exit your PowerPoint presentation until the end of the Q & A session.

Panopto Recording Instructions

You can also create a video using Panopto Express. This is a free of charge screen recording application. No sign-in is required. Watch this short video to find out how to use it.

Please try to keep your pre-recorded presentation to 20 minutes.

File format

  • All files must be in mp4 Format
  • Resolution = minimum 720p HD
  • Please use the paper title_video.mp4 to name the file.
  • Please try to keep your pre-recorded presentation to 20 minutes.

Tips for recording

  • Set up your Webcam
  • Place your webcam at the right level. For example, on a computer monitor, desktop, or tripod
  • Adjust your webcam angle:
    • Aim for a straight angle of the face, and position yourself within the screen
    • Pay attention to your background. Too much light behind you makes you appear as only a dark outline. Avoid having anything behind you that may be distracting to viewers. We recommend a white, grey or beige back wall, rather than a “virtual background.”
    • To counteract back-lighting and excessive shadows, make sure you have a good source of light in front of you and a soft light behind you.
  • Use as quiet an area as possible
  • Avoid areas that have an echo
    • Smaller rooms are generally better
    • Sound can be dampened by carpeting, curtains, furniture
  • Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Adjust if needed.

Submitting your Presentation

  • Please submit at this link.
  • Upload the video and your ppt / pdf. You will also be asked to provide the first and last name of the lead presenter when uploading your video. Use the following naming format for the two files:
    • Title of presentation_video
    • Title of presentation_powerpoint
  • If you are resubmitting your video and ppt, please use the following naming format (add ‘resubmission’ and the date of the new recording):
    • Title of presentation_resubmission_01122020_video
    • Title of presentation_ resubmission _01122020_ powerpoint
  • The deadline for submission is 18:00 (HKT) on 30 November 2020.
  • If you are unable to make this deadline, please inform hkcpdhub@hku.hk as soon as possible with the date by which your presentation will be available, and we will do our best to ensure the presentation is reviewed for quality.
  • Note that once the recording is complete, you will see three different files: .m4a, .m3u, and .mp4. You will only need to upload the .mp4 file as that file incorporates Audio, Camera and Content Slides (PowerPoint) all in a single file.

Live presentations

Use the instructions below to do a live presentation at the HKCPD 2021 International Conference.

  1. Your talk will be scheduled during a session. Each session will proceed in the order listed so that the schedule is maintained.
  2. Each talk will be comprised of a presentation and subsequent, dedicated Q&A.
    • A colloquium is 40 minutes followed by 10 minutes Q&As.
    • A paper is 20 minutes followed by 5 minutes Q&As.
  3. Each session will be presented in its own unique virtual conference room.
  4. At least one day prior to the scheduled session, the session chair and all presenters for that session will receive a message from the virtual conference room that contains the connection information. The Zoom link will be unique to each presenter for each session and cannot be shared.
  5. In preparation for the meeting, please download the test via the Zoom Test site (https://zoom.us/test). For the best experience, please use your webcam and test your audio.
  6. Presenters will “Share” their screen or document. Please ensure that your webcam is on so that attendees can view you during your presentation.
  7. During the Question and Answer session at the end of your presentation, session chair will read questions submitted by participants.
  8. Please plan to join the meeting at least 5 minutes early in case there are any issues that need to be worked out.
  9. Remember to log in Zoom using your name and institution.

Hints and Tips for a Successful Presentation

  • For instructions on creating a Zoom account, Click here.
  • Test your Zoom connection ahead of time, especially your audio and video
  • Ensure your microphone, headphone or speakerphone is near you.
  • Mute your Zoom session or phone when not in use.
  • Avoid bright lights and windows behind you.
  • Good light in front of you (on your face) will provide for a better image.
  • Test any virtual backgrounds that you may be utilizing to ensure there are no video irregularities.

Zoom Options for Participants

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. We recommend using this full client version for the best viewing experience. However, we recognise that some organisations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Helpful Zoom Links and Tutorials

Information on Audio-visual Equipment

  • Computers with Microsoft Windows 10 and Microsoft Office, LCD and computer projectors, visualizer, DVD Playback and microphones are included in each session room. Details of the software available at the presentation rooms can be found online.
  • Please bring your own laser pointer if you wish to use one.
  • If you use Apple MAC, please bring your own adapters as we won’t be able to provide them.

Information on Printing Facilities

Self-paying photocopying service is available on 2/F, Chong Yuet Ming Amenities Centre.

No-Shows

If you are not able to fulfill your commitment, please contact the conference secretariat at hkcpdhub@hku.hk before 31 March 2020.

Start typing and press Enter to search